I have touched on this topic a little on one of my previous posts but because of eDiscovery’s popularity I thought it was fitting to look at OCRs interaction with eDiscovery preparedness. Organizations who are not ready for audits and court orders to deliver documents are spending tremendous amounts of money to undo bad document processes. Because of this, preparing yourself to be ready for possible legal future events is critical and a long term cost saver.
The purpose of OCR technology in conjunction with eDiscovery readiness is based in the principle of having as much data at your finger tips as possible. The proper policies of being ready is heavy in records management policies, and a good taxonomy that is strictly followed. Because of this, sometimes OCR is overlooked as a tool. With the proper above practices, it should be possible to pull up any document at any time. However, OCR should be viewed as an insurance policy because by OCRing every document you have would give you even more information than you would have otherwise, and information is the key to success in these situations.
eDiscovery also includes other types of data email being one of the most popular. But what about the data contained in email attachments that are PDF, TIFF, JPEG? OCR is the only tool to extract the data from the images in these formats. Surprisingly products that provide eDiscovery tools just for email still do not yet heavily deploy OCR technology, but the information contained in these attachments is often as valuable as the emails themselves.
In addition to all the traditional proper records management practices, and eDiscovery tools, OCR should be considered as a must have for organizations preparing themselves for audits or court orders, and sometimes even more importantly knowing what to omit.
Chris Riley – Sr. Solutions Architect
Ilya Evdokimov is a long-term practitioner and expert in leading Optical Character Recognition (OCR), Data Capture and Document Processing techniques, technologies and solutions. With over 15 years of experience spanning enterprise software implementations, mobile applications development, cloud-based systems integration and desktop-level automation, Ilya Evdokimov uses through industry knowledge and experience to achieve high efficiency and workflow optimization in most challenging paper-dependent and digital image capture environments.